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Techniques for Effective Email Communication

from: Guest Author - Rodny Chong

Like every skilful craft, effective email communication can be identified instantly. There is something in the way that a skilled person goes about her or his work that attracts attention and makes it impossible to ignore. Whether it is a piece of poetry or a sportsperson, the combination of grace and effect is something that an amateur cannot reproduce. Unfortunately, people tend to take email writing for granted and hurry through the process in a mechanical way. Eventually, they end up failing to create a positive impression and build a strong business relationship.

The biggest problem that some people face when writing emails is getting the recipient respond to their messages. It is a common thing for people to send an email in anticipation of a favorable reply but getting no response at all. It is not only bad for business because you waste time and effort, but it also hurts feelings. One simple yet smart tip for email effectiveness is to send your email as a reply to a previous communication between you two. People are naturally more interested in hearing what others have to say in response to their messages rather than initiating a new cycle of messages. In order to do this, you need to know where to reply to that person. One good place to look is an ezine. If the person you are trying to contact has an ezine, then you can subscribe to it, get to know their opinions, and frame an interesting response to their opinions. Of course, your own query can be combined with it, which would increase your chances of getting a response from them.

Another very useful tip is to be polite and respectful of other people's time. Nobody likes to be rushed or to have others impose themselves. People often abuse the convenience with which an email can be marked urgent to mark even routine emails as requiring urgent attention. A person who receives several such emails a day is likely to pay little attention to them after some time. Therefore, it is important to mark genuinely urgent emails only. As a gesture of consideration, one can even mark an email with as "not urgent" simply to help the recipient prioritize their messages. This will communicate to the recipient that you are humble and gracious enough to respect their limited time.

Email messages can also be made more effective by creating an upbeat "friendly name." This is the name that appears to the recipient in the "from" column. Try to create a positive sounding name that brings a smile to the recipient's face.

Ultimately, giving each and every email message complete attention is vital to effective email communication.

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